# Charge a course enrollment fee

> Set one amount per course and the wording that lands on the invoice. Each student records that amount as owed on the day they enroll, and it is billed in one click.

Source: https://www.aerscheduler.com/docs/training/course-enrollment-fee
Section: Training and curriculum. For: Owners, Admins.

Open the course, go to **Students**, and fill in the **Enrollment fee** card: an amount, and
the wording that lands on the invoice line. From then on every student enrolled records that
amount as owed, and you bill it in one click from their training record.

**Who can do this:** Owners, Admins, holders of the Configure training grant (to set it), holders of Enroll and graduate (to bill it)

## Set the fee

1. **Course → Students**

   The **Enrollment fee** card sits above the student list.

2. **Type the Amount**

   In dollars. It has to be more than zero: a zero is refused with "A fee has to be more than
   zero. Leave it empty for a free course." Anything over $100,000 is refused as a typo.

3. **Type how it reads on the invoice**

   Up to 60 characters. Leave it blank and the line reads "\<Course name> enrollment fee".

4. **Click Save**

   The card confirms what you have just armed: "Enrolling a student will record $X owed,
   billable in one click from their record."

![Course detail, Enrollment fee card](https://www.aerscheduler.com/docs/course-enrollment-fee-card.png)

The fee belongs to the **course**, not to a syllabus version, so it stays editable after the
syllabus is published. A price is a commercial decision, not part of the document you file
with your FSDO.

## How it reads on the invoice

Whatever you typed lands verbatim on the invoice line, so write it the way a student should
read it on a statement: "Private Pilot course enrollment", "PPL ground school and materials".

The result is an ordinary custom invoice for that one line. It appears in Billing alongside
every other invoice, is paid the same way, and syncs to QuickBooks with the rest. See
[How billing works](https://www.aerscheduler.com/docs/billing/how-billing-works).

## Bill it from the student's record

1. **Open the training record**

   `Training → Students` (web console) and click the row, or the person's page →
   Training → the enrollment.

2. **Stay on Overview**

   The **Course fee** card shows the amount recorded when they enrolled.

3. **Click Bill $X**

   The card flips to **Invoiced**. If invoicing is on, a **View invoice** button opens it. If
   the school bills on the member ledger instead, there is no invoice to open: the fee is
   still billed, and a second click is refused.

![Training record, Overview tab](https://www.aerscheduler.com/docs/enrollment-overview.png)

> **Note:** Invoicing has to be switched on for the organization before anything can actually be billed.
> The fee is recorded against the enrollment either way, so you can set it up and enroll
> students before billing is live, then bill them later. See
> [Turn on invoicing and card payments](https://www.aerscheduler.com/docs/billing/turn-on-invoicing-and-card-payments).

## Bill it from the app

On the iPhone, the same action is a **Bill** button on the enrollment screen, behind a
confirmation naming the amount.

It is deliberately not queued when you are offline. Unlike grading, it waits for signal
rather than storing itself on the phone, because raising an invoice from a stale copy of a
record is not something to do twice.

## It can only be billed once

The link between an enrollment and its fee is unique on purpose, whether that is an invoice
or a ledger charge. A second attempt is refused with "That enrollment fee has already been
billed."

Two more things worth knowing:

- **A terminated enrollment is still billable.** A student who quits in week two may still
  owe the fee, so ending an enrollment never withdraws it.
- **A free course shows no card at all.** If the course had no fee on the day they enrolled,
  there is nothing to bill, so the **Course fee** card is left off the record entirely, on
  the web and in the app.

## Changing the price later

The amount is snapshotted onto each enrollment the day the student enrolls. Raising or
lowering the fee afterwards only affects people enrolled from that point on. Nobody already
in training is re-priced, and nobody already invoiced is touched.

> **Careful:** Because the snapshot happens at enrollment, the order matters. If you enroll a class of six
> and then set the fee, all six recorded nothing owed and there is no way to add it to their
> enrollments retrospectively. Set the fee before you enroll, or raise a manual invoice for
> those students. See [Create a manual invoice](https://www.aerscheduler.com/docs/billing/create-a-manual-invoice).